Receptionist

Posted 8 months ago - Expired 6 months ago

Our client are a leading creative agency with state of the art offices based in Sheffield.

The role:

To provide the front-of-house reception, representing the business in both receiving visitors and taking calls for the wider business. To support administratively, to ensure the smooth running of the wider office functions and where appropriate provide additional clerical support to teams as and when required.

Key responsibilities include the day-to-day supervision of the reception area, coordination of the booking of meeting spaces, ordering and preparation of refreshments/catering and the booking of all business related travel and accommodation. Reception area and reception duties

 Ensure the reception area is well maintained and presentable at all times.  Welcome, assist and direct all visitors to the business and ensure the necessary sign-in/out processes are followed.  Receive all incoming phone calls, for the entire business and ensure they are directed appropriately and efficiently.  Ensure all business calls are handled efficiently and business leads passed to the relevant teams/divisions.

Meeting spaces and set up

 Manage meeting room bookings, overseeing calendars and events as directed by team heads.  Coordinating the availability and booking of event space.  Supporting the planning and preparations for meetings and events as and when required.  Ensure maintenance of meeting room pads and seek appropriate IT support when needed.  Co-ordinate any client on-site working/hot-desking with relevant client account teams.  Ensure all meeting spaces, communal areas are maintained and well presented.

Travel and subsistence

 Making all business travel (e.g. rail, air travel) bookings and ensuring best price possible in line with business policy. Utilising appropriate systems for recording and processing invoices and reimbursements for cancellations.  Making all hotel bookings and ensuring best price possible in line with business policy. Utilising appropriate systems for recording and processing invoices.  Assist in the coordination and setting up of preferential rates for suppliers (e.g. hotels, venues, caterers etc.) as and when required. Catering  Coordinate catering suppliers for the business, ensuring value for money and quality in line with business requirements.

Equipment and stationery

 Liaise with Finance team on the stationary supplies for the office.  Contact relevant suppliers for maintenance and repair of printers and other central equipment.  Ensure telephony installation is up to date and coordinate with supplier for maintenance and repair as and when required.  Coordinate employee fobs for a new employees/replacements for lost fobs.

Post and couriers

 Coordinate all post, special deliveries and courier services.  Maintain the franking machine and monies

Administrative and clerical support

 Offer clerical support to teams as and when required, and where can be managed alongside key responsibilities and duties.  Maintain all relevant filing systems relating to key duties

 Fully understand company structure and gain a rounded view of its core business disciplines and stay abreast of current client mix.  To provide cover as and when required for other office support team members.

The successful candidate:

 Ideally, a minimum of 3 years’ experience required working in a busy office environment  Excellent communication skills, both verbal and written.  Able to evidence excellent organisational skills plus ability to multi-task proficiently.  High level of diplomacy and ability to establish and maintain positive working relationships both with clients and within the agency.  Team player.